Finance Assistant – Hargeisa

Terms of Reference for Finance Assistant

The HALO Trust is a non-profit international non-governmental organisation. The HALO Trust is the world’s largest humanitarian mine action organisation and has conducted mine clearance and explosive ordnance disposal (EOD) in Somaliland since 1999, employing over 500 local staff.

Title: Finance Assistant

Duty Location: Hargeisa, Somaliland

Duration: One Year (including two months’ probation period) with possibility of extension

Reports to: Programme Finance Manager & Finance officer

Internally, works in close cooperation with: All staff.

Closing Date: 22/03/2023

SUMMARY

Under the overall guidance and supervision of The HALO Trust’s Programme Manager and the Programme Finance Officer, the Finance Assistant shall control the daily financial related activates of the Hargeisa office. The Finance Assistant will be responsible for:

1.      Manage finance transactions:

Ø  Update financial spreadsheets with daily transactions.

Ø  Record accounts payable and accounts receivable in Excel and then upload them into NetSuite.

Ø  Prepare monthly balance sheets.

Ø  Process invoices and follow up with Logistics department, and suppliers as needed.

2.      Cost allocation and Budget lines (Codes).

Ø  Allocate all cost to the specific donors of teams, individual or share cost.

Ø  Make sure that all cost is been allocated the right donor.

Ø  Put every expense under the appropriate budget line.

Ø  Ensure that there are not over or under spend on our donors.

3.       Manage the ZAAD and petty cash payments:

Ø  Manage ZAAD transection, cash payments, and update the accountancy ledger.

Ø  Check purchase approval and release required funds.

Ø  Receive and check the eligibility of invoices submitted for payment (compliance with purchase order, purchase request, quotes evaluations and other required information)

4.      Ensure compliance with purchasing procedures:

Ø  Perform quality control of the procurement procedure.

Ø  Ensure quality control of the quotations, invoices and receipts.

Ø  Check the nature of the document and its presentation (photocopy, original, pro forma, translation, date, signature, stamp, terms used, accuracy of calculations, etc.)

5.       File and archive the documents:

Ø  Photocopy all the payment vouchers and supporting documents and store it program accountancy system.

Ø  File the originals according to HALO practice.

Ø  Check that all the invoices are present for each budget line and each contract.

Ø  Whenever possible, improve the quality of the presentation of documents: translation, date (according to the data base file), addition of a calculation notes (ticket), etc.

Ø  File everything very conscientiously

Ø  In rare case of costs reallocation, reclassify the invoices according to their new budget lines, if necessary, particularly when they have been used in various operations (redistribution of the initial budget lines)

Ø  Assist with the annual audit.